Community Development - Administrative Coordinator

Village of Germantown•Germantown Village Hall- N112 W17001 Mequon Road, WI

2d•Onsite

About The Position

The Village of Germantown is seeking an Administrative Coordinator in its Community Development Department due to an upcoming retirement. Under the direction and supervision of the Community Development Director, who also serves as Village Planner and Zoning Administrator, this position supports the Planning & Zoning Services and Building Inspection Services divisions. The role provides administrative, records, customer service, meeting, financial-processing, and code-enforcement support. It involves regular office work as well as occasional property and business site inspections. General office hours are 8:00 a.m.–4:30 p.m., Monday through Friday; attendance at weekday evening meetings, typically one or two per month, is required, with the daily schedule adjusted as needed.

Requirements

High school graduation is required.
At least two years of experience in a municipal, county, or regional government agency is required.
Proficiency with Microsoft 365 and Office applications, including Word and Excel, is required.
Ability to speak and understand English and communicate effectively with the public, Village employees, and elected and appointed officials in person, by phone, and in public meeting settings.
Ability to establish and maintain effective working relationships with Village staff and the public, including in sensitive, emotional, or hostile situations.
Ability to gather, analyze, interpret, and present findings, conclusions, and abstract ideas clearly and concisely, verbally and in writing.
Ability to record and transcribe meeting minutes from audio recordings and classify, compute, tabulate, and categorize data.
Ability to proofread and understand basic reports and identify errors or illogical or incongruous content.
Ability to calculate percentages, fractions, decimals, volumes, ratios, present values, and spatial relationships, and to prepare basic descriptive statistical data and reports.
Ability to exercise judgment, decisiveness, and creativity; work under pressure; handle stressful situations; and work independently and collaboratively.
Ability to organize and prioritize multiple tasks and projects, manage time and resources to meet deadlines and changing demands, and perform duties with minimal supervision.
Ability and willingness to seek out and accept professional guidance, assignments, constructive criticism, and correction.
Ability or willingness to learn Village municipal codes, comprehensive plans, community development plans, policies, and development regulations.
Attendance outside normal workday hours is required, including regular weekday evening meetings, typically one or two per month.
Valid Wisconsin driver’s license, or ability to obtain one within 30 days of hire, and ability and willingness to maintain it.
Ability and willingness to drive a Village-owned or personal vehicle for work-related travel.
Ability to perform the physical demands of the position, including prolonged sitting and visual concentration, occasional walking and standing, operating office equipment, and occasional lifting or carrying up to 25 pounds or pushing up to 50 pounds.

Nice To Haves

An associate degree from an accredited university, college, or school is desirable.
Experience in community development, land-use planning, zoning, public administration, finance, or public works is desirable.
Knowledge of and experience with CivicClerk, Tyler Technologies Enterprise ERP, and other municipal government technology systems is desirable.
Knowledge of internet- or cloud-based GIS software, such as Village or Washington County GIS, and other mapping and presentation software is desirable, or may be attained within three months.
Knowledge of real-property legal descriptions and tax parcel records is desirable, or may be attained within three months.
Knowledge of land-use planning and zoning terminology, Wisconsin statutes, and Village zoning codes, including General Zoning, Floodplain Zoning, and Shoreland-Wetland Zoning Codes, is desirable, or may be attained within three months.

Responsibilities

Respond to voicemail, email, and in-person inquiries about basic property zoning and land use, or route inquiries to other department staff.
Assist with responses to complaints about the Village’s zoning and property maintenance codes.
Process purchase orders and cash, credit card, and Letter of Credit payments, and operate a cash register.
Receive, process, distribute, and file permit applications requiring staff or Plan Commission or Board of Zoning Appeals review and approval.
Coordinate with other departments on application status and scheduling for staff review and action by the Plan Commission, Village Board, and Board of Zoning Appeals.
Prepare agendas, transcribe minutes, and assemble and distribute materials for Plan Commission and Board of Zoning Appeals meetings.
Maintain paper and digital departmental files and records, and conduct basic research using Village records, property assessment files, the internet, and other databases.
Draft memoranda, letters, and other correspondence as needed to support the position’s functions or as directed by supervisors.
Support code enforcement by researching cases, preparing files and reports, conducting on-site property or business inspections, monitoring approved development plans and permits, and drafting violation and enforcement notices and letters.
Assist with operation and maintenance of the department website and its data, information, financial budgeting, billing, permit-tracking, and recordkeeping systems.
Coordinate with the Village Clerk’s office on public notices, property-owner notifications, ordinances, resolutions, Village Board and committee agendas and packets, and responses to Freedom of Information Act requests.
Coordinate with Washington County Geographic Information Services staff to assign property addresses and keep zoning and development application information current on ZoningHub and the County GIS website.
Assemble and distribute monthly permit information to Village departments and other public and private agencies, including the U.S. Census Bureau.
Assist with updating application forms, fee schedules, and Plan Commission meeting schedules.
Maintain and update records of Letters of Credit, occupancy bonds, and other financial sureties.
Maintain departmental office-supply inventory and place orders.
Attend regular weekday evening meetings, typically one or two per month, and adjust the daily work schedule as needed.
Drive a Village-owned or personal vehicle for work-related travel and conduct occasional on-site or drive-by visual inspections and take photographs.